COVID-19 Remote working – Re-location Checklist

Remote Working Considerations –

-Accessing Data-

Taking your base unit / laptop home and connecting it to the internet is only a small part of the battle. If setup correctly, your business systems and data should be completely inaccessible to anything outside it. And so it should be as you do not want all and sundry accessing your critical data. Even within the secure network at the offices, users should have restricted access to data based on their access privileges. So, setting up access to users from outside the network needs to be done properly. Depending on the various combinations of business systems and how much of it is cloud based will effect what can and cannot be accessed from outside and the amount of pre-configuration required to setup.  As a rule, it is easier and faster for us to configure a system to work remotely before it is relocated than after.

-Planning-

Due to unprecedented demand for services coupled with ensuring all necessary preparations have been made, we need to plan the migration of workers to remote working. Calling us up on the day without warning will result in delays and frustration.

-Hardware-

Option 1 –

Purchase New Laptops – although there are difficulties in the supply chain, increasing prices and delaying deliveries, the use of a new laptop has many advantages over the following two options. The laptop can be preconfigured, can use home wifi, does not require so many connection cables, does not require physical setup, can work in most locations and security is protected as the system is monitored.

Option 2 –

Use of home systems – least recommended due to the very high security risks – your work data should be well protected from the usual suspects by use of antivirus, updates and patches, restricted user access to data, firewalls etc. your home PC is very likely not to be properly maintained and unmonitored. Opening up a direct connection from this to your company infrastructure is not recommended. If this is your only option there maybe considerable work to be completed on the home system before it can be allowed access to the work environment.

Option 3 –

Relocation of work systems – if you have a work laptop then there should be little to do other than setup the required software and access. However, taking home your work PC and the necessary peripherals can be fraught with problems but, the system will have been maintained, have the required access credentials and our monitoring software, making this to best choice of the two. The following is a checklist to assist with this:

You need to take more than the computer – each “system” requires all parts to work. A computer normally consists of –

• Base unit – can be as large as onboard luggage, a box file, a book, or even smaller. Can even be built in to your monitor. It will have a bunch of cables plugged into it and maybe some small USB devices plugged in. it may also have a small “brick” transformer between the wall socket and the power socket of the PC.

• Monitor – your screen or maybe you have 2 or 3. Each will have a cable connecting to the base unit and a separate mains power cable –  it may also have a thin cable with a 3.5mm jack, this is for sound as your monitor may have built in speakers

• Keyboard & Mouse – these can be connected to the base unit via a cable or wireless.

• Speakers – not so common but either separate or built into the monitor.

• Cables – when we relocate systems for customers we disconnect all cables and take separately. However, there are many different connections even on a basic base unit and even experts can be confused as to what goes where. We suggest that you leave all cables connected to the base unit. When reconnecting, be careful not to damage any of the connections.

• Location – you will need a table / desk, sufficient power points (if using an extension we suggest it be surge protected) and access to the router. Connecting to the router may be the most problematic. Network cables can be bought up to 300’ in length as a temporary resolution.

• Support – you will still need your username and password to access the system so make sure you have these to hand along with any other physical information you may need – however, please keep security in mind. If a supported customer you should have received an email informing you of our situation, level of cover and support and reminding all of the correct phone and email contacts. If not a supported customer, we may still be able to assist with remote support on 03304451234

-Internet-

You need broadband. No broadband no point in taking anything home. Even slow broadband will be problematic. If using a base unit you will also need to connect to your home broadband with a cable not Wi-Fi. Normally this would be done by connecting the network cable from the base unit to a spare port on the rear of your home router. If you have a laptop you may be able to use your home Wi-Fi.